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Minutes of the Meeting
August 7, 1998
University of Illinois at Urbana-Champaign

Present: Doris Brown, Cheryl Elzy, Gary Newhouse, Tom Peters, Mary Schellhorn, Karen Schmidt, Art Young
Absent: Barbara Alexander, Marlene Deuel, Jim Fox, Bernie Fradkin, Adrian Jones, Allen Lanham, Bob Malinowsky, Alan Nourie, Jill Wold
Guess: Cecile Jagodzinski

A meeting of the Cooperative Collection Management Coordinating Committee (CCMCC), the governing body of the Illinois Cooperative Collection Management Program (CCMP), was held at 10:00 a.m. on Friday, August 7, 1998 at Grainger Library, University of Illinois at Urbana-Champaign. The principal purpose of the meeting was to refine and clarify the budget request for the consortium's FY99 Higher Education Cooperation Act grant submission to the Illinois Board of Higher Education.

Art Young reported on his conversations with the IBHE, which expressed its interest in continuing to support the consortium. However, a recent audit of the IBHE has raised some quesitons about the contractual portion of our budget request. There are two areas of concern: the lack of specificity in the request for contractual money, and the redistribution of grant money to member libraries (i.e., the CCMP acting as a sub-granting agency.) It was also suggested to Art that the CCMP's request be "somewhat less." (The original grant request was for $298,500 in toto. The IBHE spokesman also expressed support for the consortium's interest in the ICAM project, or some other project involving assessment of collections. Art also distributed copies of the "Executive Summary" he wrote for the CCMP's grant request.

Tom Peters distributed a revised HECA FY99 budget. It was agreed that the following items from the original grant request should remain:

Personal Services

Part-time Coordinator - $25,000

Benefits - 8,000

Travel - $3,500

Printing - $250

Audit - $1,500

The remainder of the meeting was devoted to a discussion of the contractual services budget. Those attending agreed to the following categories of expenses:

Contractual Services

Assessment
ICAM (or similar assessment, building upon earlier ILL studies) - $20,000

Collection Partnerships
Gerontology (Second-year support) - $25,000
Philosophy (Second-year support) - $20,000
Business (without guarantee of second-year support) - $75,000

Expansion of existing projects (with incentives for new subscribers only)
MathSciNet - $10,000
Project Muse - $10,000

Development of new electronic resources agreements
ABC-CLIO - $10,000
Digital images - $10,000
Full-text newspapers (e.g., UMI's Illinos package) - $50,000

Meetings
CCMCC meetings - $500
Annual membership meeting - $2,000
Bibliographers' meeting - $7,500

Web site development - $2,500

Total Contractual - $242,500

Revised budget request:
$280,750
Items considered and deleted from Tom's draft proposal included: The Committee decided it would not provide further support for subscriptions to Britannica, Academic Universe, IDEAL, and ECO. It was agreed that legal questions should be resolved at the local institutional level, while the formation of a digitization group might be best left to a recently formed committee which will operate at the state level and include representation from various types of libraries. Karen Schmidt suggested that an interest group on preservation and access might be more feasible; the Committee will explore this idea during the coming year, but will not request funds for such a group.

Art asked what he might have the authority to drop from the budget, should the IBHE request further cuts. The Committee authorized him to use his discretion in omitting or decreasing certain line items. However, the personal services lines, web site development, and the assessment project are not to be deleted from the CCMP's request; all other items may be revised by Art as necessary.

The meeting adjourned at 12:45 p.m.

Respectfully submitted,

Cecile M. Jagodzinski